Executive Assistant - MSI United States

Women are incredible. That’s the motivating idea behind everything we do at MSI United States, a US 501(C)(3) that supports MSI Reproductive Choices, an international non-governmental organization (INGO). We’re on a mission to become the world’s largest INGO focused on women’s empowerment, and we’re doing it by making reproductive choice accessible for everyone who wants it. Our role in the US is to find more donors at every level of giving who agree that women should have the right and the ability to decide for themselves if and when to have a child. We need expert fundraisers, marketers, digital innovators, and more to join our growing team and fight for women to take control of their bodies and lives.

The Executive Assistant will provide high-level administrative support to the President, MSI US/VP, Global Philanthropy and Partnerships, who is responsible for managing an international team and delivering MSI’s global funding goals.

This individual manages and supports all administrative aspects of the President’s office including supporting donor stewarding; managing e-mail; compiling and submitting expense reports; facilitating proper scheduling and follow-up on meetings; drafting, editing, and flagging important inbound and outbound communications; supporting MSI US event logistics and special projects for the President; and ensuring clear note taking for report back.

The Executive Assistant reports directly to the President, MSI US/VP, Global Philanthropy and Partnerships. They will work closely with US organizational leadership and staff, as well as Global Funding Department and Global Support Office colleagues, to ensure a supportive and well-organized work environment. This is a full-time role based out of the Washington, DC office with the possibility of some remote work.

Donor Stewarding Support

• Ensure any donor communication received is flagged for the President and shared with the related Global Funding leader immediately, and that the communication is responded to as quickly as possible.
• Set and update donor communication calendar blocks for the President, drawing together donor communication materials for her review, approval, and sending.
• Work with Global Funding leaders to ensure any respective tracker(s) are updated and that the donor communication is logged into the Client Relationship Management (CRM) tool.
• Prioritize donor communication timelines and responses, scheduling phone calls, meetings, lunches, etc. in a timely manner.

Administrative Support

• Assist the President with daily/weekly schedules and advance planning, including time and calendar management, preparation for meetings and travel, planning logistics and itineraries, developing agendas, and coordinating with other teams to prepare meeting materials, reconcile expenses, etc. 
• Support the President in actively drawing together teams based in different countries, ensuring we exemplify consideration and respect around our colleague’s different languages, cultures, time zones, holidays, etc.  
• Maintain and refine, where appropriate, communication and task-tracking processes between the President’s Office and Global Funding Team members.
• Where appropriate, review documentation before it goes to the President to ensure alignment with templates and clear and consistent formatting, voice, style, etc.   
• Plan and coordinate travel (itineraries, air and ground transportation, hotels, visas, shot records, etc.) as needed for the President, and when asked, for strategic leadership team members visiting the US.  
• Prioritize, manage, and maintain the schedule of the President, including coordinating meetings, appointments, and travel arrangements and ensuring relevant pre-meeting briefing documents are gathered and shared in a timely fashion
• Draft and edit correspondence, communications, presentations, and other documents for the President.
• Create and submit expense reports and ensure clean record keeping of hard copy receipts.
• Handle and prioritize incoming and outgoing communications and mail on behalf of the President. Flagging priority communications, and supporting the drafting and sending of responses and ensuring follow-up.
• Organize and maintain files and records, ensuring confidentiality and security of sensitive information.
• Assist in researching, developing, planning, and executing events, special projects, and initiatives as directed by the President.
• Serve as meeting secretary as requested, attending virtual and onsite meetings to record clear and concise minutes and manage logistics for the US leadership team, MSI US Board, Global Funding Leadership Team, and other meetings as needed.
• Support logistics and planning of all Global Funding and US team retreats and events, including ordering catering, coordinating hotel blocks, and formulating clear notes for follow-up action and sharing.

Other duties as assigned

• 3 years of work experience in administrative and logistics support of an executive in a non-profit organization required.
• Experience working with nonprofit fundraising teams and global time-zone-based teams preferred.
• Bachelor's degree or equivalent degree or experience required.
• Experience working within reproductive health, international development, public health, or other related sectors preferred.
• Excellence in time management, organization, self-motivation, and written and verbal communication.
• An understanding of or interest in learning about fundraising, donor cultivation, and donor stewardship.
• Proficience in Microsoft Suite programs and interest in utilizing technology to streamline the cleanup and dissemination of information.
• Detail-oriented task management skills with the ability to work quickly and efficiently.Detail-oriented task management skills with the ability to work quickly and efficiently.
• Strong project management skills, including the ability to manage multiple priorities, meet deadlines, and deliver high-quality work.
• Ability to work independently and as part of a team, collaborating with colleagues across different departments and time zones.
• Ability to manage and maintain confidentiality, ensuring sensitive and private information is managed properly.
• Commitment to MSI US' mission and values, including a deep understanding of and respect for women's rights and reproductive health.

This full-time role is budgeted for $80,000.

Beyond being competitive in our salaries in any of the areas where we have team members, we offer full-time employees a fabulous benefits package which includes:

• Paid health, dental, and vision insurance for employees and their dependents (spouses, dependent children, and domestic partners)
• 5% contribution to a retirement account from MSI, regardless of your participation in the plan
• 11 Federal Holidays
• 25 days of Annual Vacation Leave (pro-rated based on start date)
• 15 days of Sick Leave (pro-rated based on start date)
• Up to 20 weeks of parental leave (paid-time based on employee's tenure with MS US)
• Participation in MSI's Global Support Office bonus program
• Individual insurance coverage for Short-Term & Long-Term Disability, and AD&D
• Individual coverage for Life Insurance - 3x salary up to a $500,000 maximum
• Flexible Spending Account plan option
• Commuter Allowance: $150/month for DMV residents in the office
• Mobile Phone Allowance: $95/month

All your information will be kept confidential according to EEO guidelines.

MSI US is committed to providing equal employment opportunity for all persons in all aspects of employment, regardless of age, disability, national origin, race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, veteran or military status, marital and civil partnership/union status, alienage or citizenship status, creed, genetic information, or any other protected status.

For more information about MSI United States, please visit our website at www.msiunitedstates.org